FMC Refusal to Deal - Dispute Preparation Instructions

Step 1: Review the Invoice

1. Find the invoice related to the dispute.
2. Look for key details like:
   • Date container was available.
   • Free time (start and end dates).
   • Total charges listed.
3. Compare these details with your records to spot errors or inconsistencies.
4. Highlight any discrepancies directly on the invoice using notes or color coding.

Step 2: Gather Supporting Documentation

1. Collect documents to support your dispute:
   • Annotated Invoice: Include notes showing any errors.
   • Bills of Lading (BOLs): Show shipment details and agreements.
   • Terminal Logs: Provide records of when the container entered and exited the terminal.
   • Communication Logs: Include emails or call notes with the carrier.

Step 3: Organize Your Submission

1. Create a summary explaining your dispute:
   • Briefly describe the issue (e.g., incorrect free time calculation).
   • List the documents you’re including as evidence.
2. Save all files as a single PDF document:
   • Use a clear file name like "Dispute_Invoice12345_FMC.pdf."
3. Keep copies of everything for your records:
   • Store files in a digital folder labeled with the dispute date and carrier name.